Presence Real Estate is a recognised leader in Australia’s property landscape, celebrated for its commitment to client relationships, data-driven decision-making, and a high-performance team culture. Leading one of Presence’s standout teams is Ryan Houston, Partner at Presence Real Estate. With a clear mission to scale operations without compromising client service, Ryan knew that a transformative CRM was critical—not only to store data but also to streamline operations, promote accountability, and sustain growth.
“For me, the secret to 10x productivity growth is mastering your CRM. It’s not just about storing client details; it’s about creating a project management system that supports every aspect of our workflow,” says Houston.
Rex CRM quickly became the solution, exceeding Ryan’s expectations and enabling his team to create a sustainable path toward expansion. “What I love about Rex is that it’s like a second brain so your mind can be empty…you have a reliable source of truth that has no leaky bucket,” Houston explains, highlighting the platform’s comprehensive capabilities.
Solution Overview: Why Rex CRM?
Selecting Rex Software’s Real Estate CRM was a strategic decision for Presence Real Estate, as the business needed a platform that could double as a project management tool, empowering each team member and aligning daily operations. “We’re managing multiple projects at once, and everyone knows exactly what needs to be done and by when,” Ryan explains. Rex’s suite of features, from automated reminders to real-time updates, provided the adaptability and accessibility his team needed.
What truly set Rex Software apart was its mobile accessibility and ability to grow with the team. Houston shares, “The best part of the mobile experience is you can use it anywhere…most of our agents use it on the go every Saturday when they’re doing open houses.” Unlike previous systems, Rex CRM offered the robust project tracking that Houston was looking for, perfectly suiting the fast-paced market demands.
Results at a Glance
• 10x increase in productivity, driven by centralised data and streamlined workflows, allowing agents to focus more on client engagement and less on administrative tasks.
• 100% Team Adoption with all members using Rex daily to maximise performance.
• 25 hours saved per week through the use of automated reminders and follow-ups, helping the team maintain consistent client engagement and ensuring no opportunities are missed.
Implementation Process: A Smooth Transition to a New Standard
Transitioning to a new CRM can be a significant shift, but Houston recognised that adopting Rex was essential for his team’s full potential. Rex’s Onboarding and Customer Success teams, Presence Real Estate executed a smooth training and adoption process.
Victoria Rossi, Executive Assistant to Houston, recalls, “With Rex’s training, I was able to get up to speed quickly. The system felt intuitive and fit naturally around our workflow.” Her experience mirrored the team’s overall response, with Rex soon becoming a foundational tool in the teams operations. Nathan Walsh, Senior Project Agent, added, “The main reason for using Rex is freeing up your brain RAM…Rex is really good at giving agents their time back.”
Transformative Impact and Key Metrics
Time Savings and Streamlined Task Management
Rex enabled Houston’s team to save valuable time each day, transforming time-consuming tasks into efficient workflows. He estimates five hours saved per day, or 25 hours per week, thanks to Rex’s automated tracking and seamless integration with his team’s routines. “With Rex I save five hours a day, five hours times five is 25 hours a week,” he states. With features like the match profile, Houston describes how Rex continues to work even when he’s offline: “I’m asleep and I’m getting emails back… prospecting emails to nurture my customers while I’m asleep.”
Lead Management Efficiency
Rex’s Reverse Match feature and tagging system have streamlined client engagement, allowing Houston’s team to focus on nurturing hot leads and buyers likely to convert. “One of the main points of difference with our company is the reverse match feature… we go reverse match, look at hot buyers… buyers who are going to buy something in the next 30 days,” Houston explains. By automating this nurturing process, Rex acts as the intermediary between attracting and committing clients, which Houston describes as “the key to real estate.”
Productivity Enhancement and Project Management
Rex has also enhanced productivity, providing the tools to manage Houston’s growing team efficiently. The Appraisal Pipeline and Track functions eliminate redundant tasks, enabling his team to focus on revenue-generating activities. “By the Rex pipeline… I’ve got what we call a bulletproof business, which isn’t relying on a random referral… It creates a proactive approach,” Houston states.
With a clear, centralised project management system, Rex has also improved team accountability. Houston adds, “With Rex, we’re managing multiple projects at once, and everyone knows exactly what needs to be done and by when,” showcasing Rex’s role as a project management powerhouse that drives team alignment and enhances client service quality.
Growth and Scalability: Scaling Up without Scaling Back on Quality
As Presence Real Estate grows, Rex CRM provides the scalable infrastructure to accommodate more agents while ensuring consistent service quality. Houston notes that Rex’s structured workflows simplify onboarding for new team members, allowing them to integrate seamlessly and contribute quickly. “With Rex, we’re not reinventing the wheel every time we add a new member,” he says. Nathan Walsh also highlights the practical benefits, “Because Rex is mobile, I can respond to leads and manage my tasks on the go… In a competitive market, responsiveness is everything.”
Future Outlook and Long-Term Partnership
For Houston, Rex CRM is more than just software; it’s a strategic partner supporting Presence Real Estate’s growth trajectory. “We’re confident Rex will evolve with us as our needs change,” he shares, underscoring the value of Rex’s commitment to ongoing improvements. Looking ahead, Houston envisions Rex CRM scaling with his team to handle more complex workflows and increasing lead volumes.
Set yourself up for success with Rex CRM
Presence Real Estate’s success with Rex CRM demonstrates the power of a truly integrated Real Estate CRM for real estate agencies aiming for consistent, scalable growth. For directors and business owners looking to take their operations to the next level, Rex CRM offers tools that go beyond data management, adding project oversight, team accountability, and client engagement features that enhance every part of the business.
With Rex CRM, you have the tools to streamline, scale, and succeed in today’s fast-paced real estate landscape—why not see what it can do for your team? Schedule a demo today and start building toward seamless, scalable success.
